Staff Report re Designation of Agent (Cal OES Form 130) Page 1 of 3
STAFF REPORT
TO:
Mayor and Members of the City Council
FROM: Renee Eshun, Administrative Services Director
VIA: Dan Barros, City Manager
MEETING DATE: October 9, 2024
SUBJECT: Designation of applicant’s agent resolution for non-state agencies (Cal OES Form 130) for FEMA emergency and disaster
RECOMMENDATION
Staff recommends that the City Council adopt the following:
RESOLUTION RESCINDING RESOLUTION NO. 2020-17 AND APPROVING A NEW DESIGNATION OF APPLICANT’S AGENT RESOLUTION FOR NON-STATE AGENCIES (CAL OES FORM 130).
COUNCIL ADOPTED VALUES
Approval of the proposed resolution is the Responsible action. This resolution will allow the closeout of the FEMA grant project #150905.
BAC
KGROUND
In response to the growing and evolving threat of the novel coronavirus (COVID-19) pandemic, actions were taken at the local, state, and federal level to mitigate the emergency. On March 18, 2020, the City Council of the Town of Colma proclaimed a local emergency. Shortly thereafter, on April 22, 2020, pursuant to a potential FEMA grant for costs related to the emergency, the City Council adopted Resolution No. 2020-17 for Designation of Applicant’s Agent Resolution for Non-State Agencies (Cal OES form 130). This form was required to authorize signers to execute documents on behalf of the Town to receive funding for disasters.
The application along with costs and budget data was submitted to FEMA on August 22, 2022.
However, various compliance requirements are still pending such as Project Assurances for Federal Assistance form, Pay Data Records, Sam Registration, the Federal Funding Accountability and Transparency Act Disclosure, and a new Designation of Applicant’s Agent Resolution for Non-State Agencies. Due to staff turnover, these documents never were submitted to FEMA.
ITEM #5
Staff Report re Designation of Agent (Cal OES Form 130) Page 2 of 3
ANALYSIS
The Town of Colma was awarded the FEMA grant project #150905 for emergency protective measures for COVID-19 in March 2020. This grant is on a reimbursable basis for expenditure incurred from March 2020 through June 2020 regarding the initial response to COVID-19, which includes public health and safety enforcement and for personal protective equipment for employees and public areas.
The following expenditures were incurred during March 2020 through June 2020 regarding the initial response to COVID-19 in a total of $64,110.31:
Janitorial contract with Bay contract maintenance was $127,967.16 per year. This contract had provision on emergency services, which was compensated on an hourly basis. The portion of the contract for COVID-19 related expenses was $47,618.08. These services were for the Community Center, Creekside Villas, Corp Yard, Police Department, Sterling Park, Historical Society Museum, and Town Hall.
The Pandemic forced overtime Labor Costs and benefits of $7,008.26 for 9 Police Officers at 65 hours. The work performed included police overtime to sanitize police station and police equipment.
The Town of Colma incurred $9,483.97 in materials costs for sanitation supplies, masks, gloves, thermometer, safety glass and emergency water.
To be reimbursed for COVID expenditures, Town Staff is recommending that the City Council adopt a new resolution authorizing to change signers from former employees Brian Dossey, City Manager and Pak Lin, Administrative Services Director to Dan Barros, City Manager and Renee Eshun, Administrative Services Director.
Sustainability Impact
The resolution to authorize the City Manager and Administrative Services Director to execute grant documents will allow the closeout of the grant with The Federal Emergency Management Association’s (FEMA) Public Assistance Program. This is consistent with the City Council’s value of resiliency and disaster mitigation response and recovery.
FISCAL IMPACT
There is no financial impact, but if the Resolution is not adopted by City Council the Town of Colma would lose grant money to reimburse cost associated with the response to the COVID-19 pandemic under the Federal Emergency Management Association’s (FEMA) Public Assistance Program. The Town of Colma is due to recover grant payments in the amount of $64,110.31.
The Town of Colma was granted an extension to closeout grant project to 12/30/24 due to staff turnover.
ALTERNATIVES
The City Council could choose not to adopt the resolution. Doing so is not recommended, because the Town will lose the grant funds to reimburse for expenditures incurred during Staff Report re Designation of Agent (Cal OES Form 130) Page 3 of 3 COVID-19. Also, FEMA will additionally require a resolution from City Council to decline the funds and close out the grant.
CONCLUSION
Town staff recommends that the City Council adopt the resolution rescinding Resolution no. 2020-17 and adopt a new resolution authorizing the City Manager and Administrative Services Director to execute grant contracts, grant agreements, and grant forms for the Town of Colma.
ATTACHMENTS
A. Resolution
B. Application #1178- DR 4482
A II • I
Reso 2024-##_ Designation of Agent – CalOES Form 130 Page 1 of 2 RESOLUTION NO. 2024-____
OF THE CITY COUNCIL OF THE TOWN OF COLMA
RESOLUTION RESCINDING RESOLUTION NO. 2020-17 APPROVING A NEW DESIGNATION OF APPLICANT’S
AGENT RESOLUTION FOR NON-STATE AGENCIES (CAL OES FORM 130) The City Council of the Town of Colma hereby resolves:
1. R
ecitals and Background
(a) I n response to the growing and evolving threat of the novel coronavirus ( COVID-19) pandemic, actions have been taken at the local, state, and federal level; and (b) On March 16, 2020, the City Council of the Town of Colma proclaimed a local emergency; and
(c) In accordance with Section 502 of the Robert T. Stafford Disaster Relief and Emergency Assistance Act (Stafford Act), eligible costs associated with the respon se to the COVID -19 pandemic may be reimbursed under the Federal Emergency Management Association's (FEMA) Public Assistance Program; and
(d) The Town incurred financial impacts during th e period and submitted a “Request for Public Assistance” to the California Governor’s Office of Emergency Services (CalOES); and (e) Any qualifying COVID-19 costs incurred by the Town may be eligible for reimbursement for the period beginning March 16, 2020; and
(f) A Designation of Applicant’s Agent Resolution for Non- State Agencies (Cal OES Form 130) is required of all applicants to be eligible to receive funding , and is effective for all open and future disasters up to three years from the date approved by the City Council; and (g) Previously, on April 22, 2020 , the City Council adopted Resolution No. 2020 -17 approving a Designation of Applicant’s Agent Resolution for Non- State Agencies (Cal OES Form 130) designating certain Town employees; and
(h) As those individuals designated are no longer Town employees, staff is recommending that the City Council rescind its prior adoption of Resolution No. 2020 -17 to designate new Town employees through the adoption of this resolution.
2. Order.
The City Council of the Town of Colma hereby rescinds Resolution No. 2020-17 and approves a new Designation of Applicant’s Agent Resolution for Non -State Agencies (Cal OES Form 130) attached hereto as Exhibit “A”.
ATTACHMENT A
Reso 2024-##_ Designation of Agent – CalOES Form 130 Page 2 of 2 Certification of Adoption
I certify that the foregoing Resolution No. 2024-_____ was duly adopted at a special meeting of the City Council of the Town of Colma held on October 9, 2024, by the following vote:
Name Voting Present, Not Voting Absent
Aye No Abstain Not Participating
John Irish Goodwin, Mayor
Ken Gonzalez
Carrie Slaughter
Helen Fisicaro
Joanne F. del Rosario
Voting Tally
Da
ted ______________________ ___________________________________ John Irish Goodwin, Mayor
Attest: ____________________________
Michelle Estabillo, City Clerk
MARK S. GHILARDUCCI
DIRECTOR
3650 SCHRIEVER AVENUE • MATHER, CA 95655
RECOVERY FINANCIAL PROCESSING UNIT
(916) 845-8110 • (916) 636-3880 FAX
GAVIN NEWSOM
GOVERNOR
October 17, 2022
Brian Dossey
City Manager
Colma, Town of
1198 El Camino Real
Colma, CA 94014
Subject: Notification of Obligation
Public Assistance Grant Program
FEMA-4482-DR-CA, Cal OES ID: 081-14736
Dear Brian Dossey:
Obligation
Details
Package / DSR
Obligation Amount
Cumulative Amount
Obligated
Federal-Public Assistance $64,110.31 $64,110.31
State-California Disaster
Assistance Act (CDAA) $0.00 $0.00
Total $64,110.31 $64,110.31
Payment For Disaster numbers 4382 and prior, funds will be paid in accordance with the Process following disbursement table:
Project Status Federal Funds
Disbursement Process State Funds Disbursement Process
Small Projects less
than 100%
complete
Automatic advance of federal
share
Automatic advance of state share and
administrative allowance. Retention held
until 100% complete.
Small Projects
100% complete
Automatic payment of federal
share
Automatic payment of state share and
administrative allowance.
Large Projects
less than 100%
complete
All funds (less retention) will be
paid on a reimbursement basis
Advance administrative allowance only.
All other funds (less retention) will be paid
on a reimbursement basis.
Large Projects
100% complete
Automatic payment of federal
share for entire project
Automatic payment of state share and
administrative allowance.
Obligation
Notification
The California Governor’s Office of Emergency Services has attached the Project Application Summary for Package #1178.
Please see the table below for further obligation details.
ATTACHMENT B
CalOES
GOVERNOR ' S OFFICE
OF EMERGENCY SERVICES
Brian Dossey
10/17/22
3650 SCHRIEVER AVENUE • MATHER, CA 95655
RECOVERY FINANCIAL PROCESSING UNIT
(916) 845-8110 • (916) 636-3880 FAX
Payment
Process -
Continued
For disaster number 4407 and forward, funds will be paid in accordance with the following disbursement table:
Project Status Federal Funds
Disbursement Process State Funds Disbursement Process
Small Projects less
than 100%
complete
Automatic advance of federal
share.
Automatic advance of state share and
administrative allowance. Retention
held until 100% complete.
Small Projects
100% complete
Automatic payment of federal
share.
Automatic payment of state share and
administrative allowance. Retention
held until closeout.
Large Projects less
than 100%
complete
All funds (less retention) will be
paid on a reimbursement basis.
Advance administrative allowance only.
All other funds (less retention) will be
paid on a reimbursement basis.
Large Projects
100% complete
Automatic payment of federal
share for entire project
Automatic payment of state share and
administrative allowance.
For this Package, payment will be automatically disbursed as follows:
Payment Details Amount Automatically Paid
Federal-Public Assistance $0.00
State-CDAA $0.00
Total $0.00
For those large projects with a work completion of less than 100 percent, a Reimbursement Request form has also been included with this Package.
Federal and State funds will be issued separately by the State Controller's Office. Please be advised that state warrants have a one-year period of negotiability.
Required To receive funds, the following forms must be on file with our office:
Documents
Form Received by Cal
OES?
Project Assurances for Federal Assistance
(Cal OES 89) No
Designation of Applicants Agent Resolution
(Cal OES 130) No
SAM.gov Active Registration No
FFATA Financial Disclosure (Required Fiscal
Year Annually) (2018 and forward) No
Payee Data Record (STD. 204) No
Brian Dossey
10/17/22
3650 SCHRIEVER AVENUE • MATHER, CA 95655
RECOVERY FINANCIAL PROCESSING UNIT
(916) 845-8110 • (916) 636-3880 FAX
Program
Requirements –
General
As a requirement of this program, a special fund for the deposit of the state warrant must be established upon receipt of any advance funding.
Under no circumstances are expenditures to be made for any damages other than those approved in this application. Any funds received in excess of current needs or approved amounts, or those found owed as a result of an audit or final inspection, must be refunded to the State within 30 days upon receipt of an invoice from the California Governor's Office of Emergency Services.
Appeal
Process
Please compare the enclosed obligate d Project Worksheet(s) (PW) with your copy of the original PW(s). In accordance with Title 44 Code of Federal Regulations, Section 206.206(a), if you disagree with FEMA' s obligated amount(s) or scope of work for the Version 0 PW(s) addressed in this Package, you must appeal FEMA's determination within 60 days from receipt of this letter. The appeal must contain documented justification supporting your position and be addressed to the Assistant Director of Recovery. Please submit your letter of appeal to the following mailing address:
California Governor's Office of Emergenc y Services
Recovery Division, Public Assistance
3650 Schriever Avenue
Mather, California 95655
Questions
and
Inquiries
Please note, for all other PW versions, you will receive notification under separate cover from Cal OES's Public Assistance Section.
For appeal assistance, contact Public Assistance at (916) 845-8200 or [email protected]. For assistance regarding this letter, contact the Recovery Financial Processing Unit's main line at (916) 845-8110, or email address at [email protected].
RECOVERY FINANCIAL PROCESSING UNIT
Enclosure(s)
c: Subrecipient’s Project File
Federal
Program
Audit
Requirements
As a recipient of federal funds, your organization is subject to the Federal Single Audit Act of 1984 and the Single Audit Act Amendments of 1996. Part of your report requirements under the Act and Amendments include the preparation of a Schedule of Expenditures of Federal awards. The following information is provided to assist in the accurate completion of the Schedule:
Federal Grantor Agency U.S. Department of Homeland Security - Federal Emergency Management Agency
Pass-Through Agency California Governor's Office of Emergency Services Program Title Public Assistance Grants
Federal CFDA Number 97.036
Pass-Through Grantor's Number FEMA-4482-DR-CA, Cal OES ID: 081-14736 Report Generated on: 10/05/2022 19:26
Disaster Number: 4482
Applicants: "081-14736-00"
Report Format: Detail
Date: 10/05/2022 19:26
Federal Emergency Management Agency
Public Assistance Grant Summary (P.5)
Disaster: FEMA-4482-DR-CA
Number of Records: 1
Applicant ID: 081-14736-00 Applicant: COLMA (CITY)
Bundle #
Date
Approved PW # Cat
Cost
Share
Project
Amount
($)
Federal
Share ($)
Subgrantee
Admin ($)
Total
Approved
($)
PA-09-CA-4482-PW-01255(1178) 10-05-
2022 PA-09-CA-4482-PW-01255(0) B N 64,110.31 64,110.31 0.00 64,110.31 Applicant Total in Bundle PA-09-CA-4482-PW-01255(1178) (1 PW) 64,110.31 64,110.31 0.00 64,110.31 APPLICANT TOTAL: 081-14736-00 (1 PW) 64,110.31 64,110.31 0.00 64,110.31 TOTAL for report: (1 PW) 64,110.31 64,110.31 0.00 64,110.31
10/5/2022https://isource.fema.gov/emmie/search.do?grantProgram=PA&grantProgram=PA&disaster... 081-14736-00
HOLD
Report Generated on: 10/05/2022 19:25
Data Captured As Of: 10/05/2022 19:25
Disaster Number: 4482
Bundle: PA-09-CA-4482-PW-01255
Applicant: 081-14736-00
Capture Date: 10/05/2022 19:25
Federal Emergency Management Agency
Project Application Grant Report (P.2)
Disaster: FEMA-4482-DR-CA
Number of Records: 1
Applicant ID: 081-14736-00
Bundle # : PA-09-CA-4482-
PW-01255(1178) Appl
icant: COLMA (CITY)
PW # Cat Cost Share Projected Completion Date Approved PW Amount ($) PA-09-CA-4482-PW-01255(0) B N 03-22-2021 64,110.31
Facility Number: 1
Facility Name:
Damage # 401506; Emergency Protective Measures (Damage for Project [150905] Reimbursement Request Th
Location: 1198 El Camino Real Colma, California 94014-3212 Scope of Work: 401506 Damage for Project [150905] Reimbursement Request Thru June 30, 2020 The purpose of this Streamlined Project is to provide funding to the Town of Colma for COVID-19 emergency response activities regarding the initial response to COVID-19, which includes public health and safety enforcement and for personal protective equipment for employees and public areas including PPE and other supplies and materials starting from 03/16/2020 through 06/30/2020.
The project cost estimate is prepared based on applicant-provided costs in response to FEMA DR- 4482-CA (a Covid-19 declared event).
Work Completed
In response to the COVID-19 Public Health Emergency, the applicant provided safety enforcement and personal protective equipment for employees and public areas.
Colma, Town of (081-14736-00)
A. Force Account Labor Overtime: $7,008.2
6 • Pol
ice Officers cleaning station and vehicles
• 9 Laborers
• 65.00 Hours
B. Ma
terials: $9,483.97
• Ma
terials purchased include:
• Gl
oves
• Face Mask
• S
anitation Supplies
• Thermometer
• Cov
erall
10/5/2022https://isource.fema.gov/emmie/search.do?grantProgram=PA&grantProgram=PA&disaster...
Capture Date: 10/05/2022 19:25
Federal Emergency Management Agency
Project Application Grant Report (P.2)
Disaster: FEMA-4482-DR-CA
Number of Records: 1
• Wipes
• Ha
nd Sanitizer Pump
• Dis
infect Solution
• Dis
infecting Wipes
• Sanitizer (12 EA)
• Sa
nitizer
• Safety Glass
• Ha
nd Sanitizer
C. Con
tract: $47,618.08
• Bay Contract Maintenance: $47,618.08
• Janitorial services for operation. Resource provided through contract. The contract includes a provision on emergency services, which would be compensated on an hourly basis or on a per- unit basis
• $127,967.16/yr. = $10,663.93 per Month
Work
Completed Total: $64,110.31
Total Project Cost: $64,110.31
Project Notes:
1. Scope and cost were developed based on applicant cost summaries and certification
incl
uded in the Schedule EZ – Small Project Estimate. See attachment: ST 150905 - Cost Estimate - re
vised.xlsx.
2. SPA RFI has been
submitted by the applicant to remove costs associated with DM items in th
e amount of the work completed total shown above. Scope of work and cost estimate have been adjusted accordingly. Thus, the following discrepancies have been confirmed to be ac
curate: (a) the labor cost between the validation summary ($9,407.80) and the scope ($
7,008.26) (b) the materials cost between the validation summary ($10,230.74) and the scope ($9,483.97); and (c) the contract cost between validation summary ($62,269.73) and the scope ($47,618.08).
3. Dis
infection work consisted of internal, hard-surface cleaning using commercially available products and per CDC guidelines. No runoff was associated with this work.
Grant Conditions
Contracts must include a Termination for Convenience clause.
FEMA will not approve PA funding that duplicates funding or assistance provided by another Federal agency, including the U.S. Department of Health and Human Services, Centers for Disease Control and Prevention, and the United States Department of Agriculture.
FEMA will only reimburse for PPE/medical supplies and equipment provided to essential workers as necessary to prevent the spread of infection as directed by public health officials not to exceed the duration of the HHS public health emergency declaration for COVID-19.
Purchase of PPE Conditional Statement:
10/5/2022https://isource.fema.gov/emmie/search.do?grantProgram=PA&grantProgram=PA&disaster...
Capture Date: 10/05/2022 19:25
Federal Emergency Management Agency
Project Application Grant Report (P.2)
Disaster: FEMA-4482-DR-CA
Number of Records: 1
FEMA will only reimburse for PPE/medical supplies and equipment provided to and used by Applicants and essential workers as necessary to prevent the spread of infection as directed by public health officials not to exceed the duration of the HHS public health emergency declaration for COVID-19.
Approval of funding for the purchase of PPE is conditioned upon the Applicant meeting the following requirements prior to close-out and/or final version for expedited projects:
1. The Recipient, and any subrecipient funded through this and associated subgrants, must provide an internal control plan for accounting for intake, distribution, tracking, and handling of excess commodities and personal protective equipment (PPE) funded by this and associated prior su
bgrants for the same purpose. Handling of excess must comply with 2 CFR § 200.314 (supplies) and 2 CFR § 200.313 (equipment).
2. The Recipient and any subrecipient must provide the current burn rate for each identified ca
tegory of PPE under this and associate subawards purchased (for example, N95 masks, surgical ma
sks, and gowns)
3. The Recipient and any subrecipient must provide a current accounting of previously distributed
PPE under this and associate subawards by jurisdiction or entity (i.e. by local government, hospital system, etc.)
Di
sinfection of Healthcare and other Public Buildings:
The level of disinfection work proposed for Healthcare and other public facilities needs to comply with the Centers for Disease Control and Prevention (CDC) recommendations for Healthcare or Community Facilities that have been occupied or visited by those Suspected or Confirmed of having Coronavirus Disease 2019. For any additional, non-routine disinfection work undertaken by the Applicant, the Applicant must demonstrate that the work was taken at the direction or guidance of a Public Health Official and that it complies with CDC recommendations for disinfection of subject Facilities.
1 PW PWs ($) Subgrantee Admin Exp. ($) Total ($)
Amount Eligible ($) 64,110.31 0.00 64,110.31
Federal Share ($) 64,110.31 0.00 64,110.31
10/5/2022https://isource.fema.gov/emmie/search.do?grantProgram=PA&grantProgram=PA&disaster...
PA-09-CA-4482-PW-01255(0) P
Applicant Name: Application Title:
COLMA (CITY) 150905 - PPE, Police FAL, Cleaning, Sanitizing POP Period of Performance Start: Period of Performance End:
03-22-2020 03-22-2021
Subgrant Application - Entire Application
Application Title: 150905 - PPE, Police FAL, Cleaning, Sanitizing POP Application Number: PA-09-CA-4482-PW-01255(0)
Application Type: Subgrant Application (PW)
Preparer Information
Prefix
First Name Brian
Middle Initial
Last Name Dossey
Title City Manager
Agency/Organization Name CALOES
Address 1 3650 Schriever Ave
Address 2
City Mather
State CA
Zip 95655 - 4203
Phone 916-845-8224
Email [email protected]
Is the application preparer the Point of Contact? No
Point of Contact Information
Prefix
First Name Brian
Middle Initial
Last Name Dossey
Title City Manager
Agency/Organization Colma, Town of
Address 1 1198 El Camino Real
Address 2
City Colma
State CA
10/5/2022https://isource.fema.gov/emmie/viewApplication.do?type=navigatable&pageName=&vo.i...
ZIP 94014 - 3212
Phone 650-997-8309
Fax
Email [email protected]
Alternate Point of Contact Information
Prefix
First Name Pak
Middle Initial
Last Name Lin
Title Admin Services Director
Agency/Organization
Address 1
Address 2
City
State
ZIP
Phone 650-997-8309
Fax
Email [email protected]
Project Description
Disaster Number: 4482
Pre-Application Number: PA-09-CA-4482-RPA-0586
Applicant ID: 081-14736-00
Applicant Name: COLMA (CITY)
Subdivision:
Project Number: 150905
Standard Project Number/Title: 299 - Emergency Protective Measures Please Indicate the Project Type: Neither Alternate nor Improved Application Title: 150905 - PPE, Police FAL, Cleaning, Sanitizing POP Category: B.PROTECTIVE MEASURES
Percentage Work Completed? 100.0 %
As of Date: 12-08-2021
Comments
Entire project title does not fit in space provided: 150905 - PPE, Police FAL, Cleaning, Sanitizing POP 03/16/2020 to 06/30/2020
Attachments
Damage Facilities (Part 1 of 2)
Facility
(Site)
Number
Facility (Site) Name Address County City State ZIP Previously Damaged? Action
10/5/2022https://isource.fema.gov/emmie/viewApplication.do?type=navigatable&pageName=&vo.i... 1 Damage # 401506; Emergency Protective
Measures (Damage for Project [150905]
Reimbursement Request Th
CA No
Comments
Entire damage facility (site) name did not fit in the space provided: Damage # 401506; Emergency Protective Measures (Damage for Project [150905] Reimbursement Request Thru June 30, 2020) Attachments
Facility (Site) Name: Damage # 401506; Emergenc y Protective Measures (Damage for Project [150905] Reimbursement Request Th
Address 1:
Address 2:
County:
City:
State: CA
ZIP:
Damage Category: B
Was this facility (site) previously
damaged? No
Percentage Work Completed? 100.00 %
Location:
PA-09-CA-4482-PW-01255(0):
1198 El Camino Real Colma, California 94014-3212
Damage Description and Dimensions: PA-09-CA-4482-PW-01255(0):
The Disaster #4482DR, which occurred between 1/20/2020 and Ongoing, caused:
Damage # 401506; Emergency Protective Measures (Damage for Project [150905] Reimbursement Request Thru June 30, 2020)
On March 13, 2020, the President declared the ongoing Coronavirus Disease 2019 (COVID-19) pandemic of sufficient severity and magnitude to warrant an emergency declaration for all states, tribes, territories, and the District of Columbia pursuant to section 501 (b) of the Robert T.
Stafford Disaster Relief and Emergency Assistance Act, 42 U.S.C. 5121- 5207 (the “Stafford Act”). State, territorial, tribal, and local government entities and certain private non-profit organizations are eligible to apply for Public Assistance. In response to the pandemic, on March 22, 2020 the State of California received a Major Disaster Declaration under Presidentially declared FEMA-DR-4482-CA, (the California Covid-19 Pandemic event). The incident Period is from January 20, 2020 and ongoing.
During the incident period of 1/20/2020 through Ongoing, COVID-19 created an immediate threat to the health and safety of the general public requiring emergency response and protective measures.
Provided Provision of Supplies and Commodities for COVID -19 at 1198 El
10/5/2022https://isource.fema.gov/emmie/viewApplication.do?type=navigatable&pageName=&vo.i...
Camino Real Colma, California 94014-3212 from 3/16/2020 to 6/30/2020.
Scope of Work: PA-09-CA-4482-PW-01255(0):
401506 Damage for Project [150905] Reimbursement Request Thru June 30, 2020
The purpose of this Streamlined Project is to provide funding to the Town of Colma for COVID-19 emergency response activities regarding the initial response to COVID-19, which includes public health and safety enforcement and for personal protective equipment for employees and public areas including PPE and other supplies and materials starting from 03/16/2020 through 06/30/2020.
The project cost estimate is prepared based on applicant-provided costs in response to FEMA DR-4482-CA (a Covid-19 declared event).
Work Completed
In response to the COVID-19 Public Health Emergency, the applicant provided safety enforcement and personal protective equipment for employees and public areas.
Colma, Town of (081-14736-00)
A. Force Account Labor Overtime: $7,008.26
• Police Officers cleaning station and vehicles
• 9 Laborers
• 65.00 Hours
B. Materials: $9,483.97
• Materials purchased include:
• Gloves
• Face Mask
• Sanitation Supplies
• Thermometer
• Coverall
• Wipes
• Hand Sanitizer Pump
• Disinfect Solution
• Disinfecting Wipes
• Sanitizer (12 EA)
• Sanitizer
10/5/2022https://isource.fema.gov/emmie/viewApplication.do?type=navigatable&pageName=&vo.i... • Safety Glass
• Hand Sanitizer
C. Contract: $47,618.08
• Bay Contract Maintenance: $47,618.08
• Janitorial services for operation. Resource provided through contract.
The contract includes a provision on emergency services, which would be compensated on an hourly basis or on a per-unit basis
• $127,967.16/yr. = $10,663.93 per Month
Work Completed Total: $64,110.31
Total Project Cost: $64,110.31
Project Notes:
1. Scope and cost were developed based on applicant cost summaries and certification included in the Schedule EZ – Small Project Estimate.
See attachment: ST 150905 - Cost Estimate - revised.xlsx.
2. SPA RFI has been submitted by the applicant to remove costs associated with DM items in the amount of the work completed total shown above. Scope of work and cost estimate have been adjusted accordingly.
Thus, the following discrepancies have been confirmed to be accurate: (a) the labor cost between the validation summary ($9,407.80) and the scope ($7,008.26) (b) the materials cost between the validation summary ($10,230.74) and the scope ($9,483.97); and (c) the contract cost between validation summary ($62,269.73) and the scope ($47,618.08).
3. Disinfection work consisted of internal, hard-surface cleaning using commercially available products and per CDC guidelines. No runoff was associated with this work.
Grant Conditions
Contracts must include a Termination for Convenience clause.
FEMA will not approve PA funding that duplicates funding or assistance provided by another Federal agency, including the U.S. Department of Health and Human Services, Centers for Disease Control and Prevention, and the United States Department of Agriculture.
FEMA will only reimburse for PPE/medical supplies and equipment provided to essential workers as necessary to prevent the spread of infection as directed by public health officials not to exceed the duration of the HHS public health emergency declaration for COVID-19.
Purchase of PPE Conditional Statement:
FEMA will only reimburse for PPE/medical supplies and equipment provided to and used by Applicants and essential workers as necessary to prevent the spread of infection as directed by public health officials not to exceed the duration of the HHS public health emergency declaration for COVID-19.
Approval of funding for the purchase of PPE is conditioned upon the
10/5/2022https://isource.fema.gov/emmie/viewApplication.do?type=navigatable&pageName=&vo.i...
Applicant meeting the following requirements prior to close-out and/or final version for expedited projects:
1. The Recipient, and any subrecipient funded through this and associated subgrants, must provide an internal control plan for accounting for intake, distribution, tracking, and handling of excess commodities and personal protective equipment (PPE) funded by this and associated prior subgrants for the same purpose. Handling of excess must comply with 2 CFR § 200.314 (supplies) and 2 CFR § 200.313 (equipment).
2. The Recipient and any subrecipient must provide the current burn rate for each identified category of PPE under this and associate subawards purchased (for example, N95 masks, surgical masks, and gowns)
3. The Recipient and any subrecipient must provide a current accounting of previously distributed PPE under this and associate subawards by jurisdiction or entity (i.e. by local government, hospital system, etc.) Disinfection of Healthcare and other Public Buildings:
The level of disinfection work proposed for Healthcare and other public facilities needs to comply with the Centers for Disease Control and Prevention (CDC) recommendations for Healthcare or Community Facilities that have been occupied or visited by those Suspected or Confirmed of having Coronavirus Disease 2019. For any additional, non- routine disinfection work undertaken by the Applicant, the Applicant must demonstrate that the work was taken at the direction or guidance of a Public Health Official and that it complies with CDC recommendations for disinfection of subject Facilities.
Hazard Mitigation Proposal
* Is effective mitigation feasible on this facility
(site)? No
If you answered Yes to the above question, the next question is required Will mitigation be performed on this facility (site)?
If you answered Yes to the above question, the next question is required Do you wish to attach a Hazard Mitigation
Proposal?
If you answered Yes to the above question, the next two questions are required Please provide the Scope of Work for the
estimate:
(maximum 4000 characters)
Would you like to add the Hazard Mitigation
Proposal as a cost line item to the project cost?
GIS Coordinates
Project Location Latitude Longitude
Special Considerations
1. Does the damaged facility or item of work have insurance coverage and/or is it an insurable risk (e.g., buildings, equipment, vehicles, etc)? No
2. Is the damaged facility located within a floodplain or coastal high hazard area and/or does it have an impact on a floodplain or wetland? No
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3. Is the damaged facility or item of work located within or adjacent to a Coastal Barrier Resource System Unit or an Otherwise Protected Area?
No
4. Will the proposed facility repairs/reconstruction change the pre-disaster conditions (e.g., footprint, material, location, capacity, use of function)? No
5. Does the applicant have a hazard mitigation proposal or would the applicant like technical assistance for a hazard mitigation proposal? No
6. Is the damaged facility on the National Register of Historic Places or the state historic listing? Is it older than 50 years? Are there more, similar buildings near the site? No
7. Are there any pristine or undisturbed areas on, or near, the project site? Are there large tracts of forestland? No
8. Are there any hazardous materials at or adjacent to the damaged facility and/or item of work? No
9. Are there any other environmental or controversial issues associated with the damaged facility and/or item of work? No
Attachments
Mitigation section is not applicable for your project category.
Cost Estimate
Is this Project Worksheet for
(Preferred) Repair
Sequence Code
Material
and/or
Description
Unit
Quantity
Unit of
Measure Unit Price Subgrant
Budget Class Type Cost
Estimate Action
*** Version 0 ***
Work Completed
1 9007 Labor 1 LS $
7,008.26 PERSONNEL Work
Completed $ 7,008.26
2 9009 Material 1 LS $
9,483.97 SUPPLIES Work
Completed $ 9,483.97
3 9001 Contract 1 LS $
47,618.08 CONTRACTUAL Work
Completed $ 47,618.08
Total Cost : $ 64,110.31
Insurance Adjustments (Deductibles, Proceeds and Settlements) - 5900/5901 Sequence Code Material and/or Description Unit
Quantity
Unit of
Measure
Unit
Price
Subgrant
Budget
Class
Type Cost
Estimate Action
Total Cost : $ 0.00
Total Cost Estimate:
(Preferred Estimate Type + Insurance Adjustments) $ 64,110.31 Comments
Attachments
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Existing Insurance Information
Insurance Type Policy No. Bldg/Property
Amount
Content
Amount
Insurance
Amount
Deductible
Amount
Years
Required
Facility
(Site) No.
Comments
Attachments
Comments and Attachments
Name of Section Comment Attachment
Project Description Entire project title does not fit in space provided: 150905 - PPE, Police FAL, Cleaning, Sanitizing POP 03/16/2020 to 06/30/2020
Damage Facilities
Entire damage facility (site) name did not fit in the space provided: Damage # 401506; Emergency Protective Measures (Damage for Project [150905] Reimbursement Request Thru June 30, 2020)
Bundle Reference # (Amendment #) Date Awarded
PA-09-CA-4482-PW-01255(1178) 10-05-2022
Subgrant Application - FEMA Form 90-91
Note: The Effective Cost Share for this application is 100%
FEDERAL EMERGENCY MANAGEMENT AGENCY
PROJECT WORKSHEET
DISASTER PROJECT NO.
150905
PA ID
NO.
081-
14736-00
DATE
12-08-2021
CATEGORY
B
FEMA 4482 - DR -CA
APPLICANT: COLMA (CITY) WORK COMPLETE AS OF:
12-08-2021 : 100 %
Site 1 of 1
DAMAGED FACILITY:
Damage # 401506; Emergency Protective Measures (Damage for Project [150905] Reimbursement Request Th
COUNTY: San Mateo
LOCATION:
PA-09-CA-4482-PW-01255(0):
1198 El Camino Real Colma, California 94014-3212
Current Version:
LATITUDE: LONGITUDE:
DAMAGE DESCRIPTION AND DIMENSIONS:
PA-09-CA-4482-PW-01255(0):
The Disaster #4482DR, which occurred between 1/20/2020 and Ongoing, caused:
Damage # 401506; Emergency Protective Measures (Damage for Project [150905] Reimbursement Request Thru June 30, 2020) On March 13, 2020, the President declared the ongoing Coronavirus Disease 2019 (COVID-19) pandemic of sufficient severity and magnitude to warrant an emergency declaration for all states, tribes, territories, and the District of Columbia pursuant to section 501 (b) of the Robert T.
Stafford Disaster Relief and Emergency Assistance Act, 42 U.S.C. 5121-5207 (the “Stafford Act”). State, territorial, tribal, and local government entities and certain private non-profit organizations are eligible to apply for Public Assistance. In response to the pandemic, on March 22, 2020 the State of California received a Major Disaster Declaration under Presidentially declared FEMA-DR-4482-CA, (the California Covid-19 Pandemic event). The incident Period is from January 20, 2020 and ongoing.
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During the incident period of 1/20/2020 through Ongoing, COVID-19 created an immediate threat to the health and safety of the general public requiring emergency response and protective measures.
Provided Provision of Supplies and Commodities for COVID -19 at 1198 El Camino Real Colma, California 94014-3212 from 3/16/2020 to 6/30/2020.
Current Version:
SCOPE OF WORK:
PA-09-CA-4482-PW-01255(0):
401506 Damage for Project [150905] Reimbursement Request Thru June 30, 2020 The purpose of this Streamlined Project is to provide funding to the Town of Colma for COVID-19 emergency response activities regarding the initial response to COVID-19, which includes public health and safety enforcement and for personal protective equipment for employees and public areas including PPE and other supplies and materials starting from 03/16/2020 through 06/30/2020.
The project cost estimate is prepared based on applicant-provided costs in response to FEMA DR-4482-CA (a Covid-19 declared event).
Work Completed
In response to the COVID-19 Public Health Emergency, the applicant provided safety enforcement and personal protective equipment for employees and public areas.
Colma, Town of (081-14736-00)
A. Force Account Labor Overtime: $7,008.26
• Police Officers cleaning station and vehicles
• 9 Laborers
• 65.00 Hours
B. Materials: $9,483.97
• Materials purchased include:
• Gloves
• Face Mask
• Sanitation Supplies
• Thermometer
• Coverall
• Wipes
• Hand Sanitizer Pump
• Disinfect Solution
• Disinfecting Wipes
• Sanitizer (12 EA)
• Sanitizer
• Safety Glass
• Hand Sanitizer
C. Contract: $47,618.08
• Bay Contract Maintenance: $47,618.08
• Janitorial services for operation. Resource provided through contract. The contract includes a provision on emergency services, which would be compensated on an hourly basis or on a per-unit basis • $127,967.16/yr. = $10,663.93 per Month
Work Completed Total: $64,110.31
Total Project Cost: $64,110.31
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Project Notes:
1. Scope and cost were developed based on applicant cost summaries and certification included in the Schedule EZ – Small Project Estimate. See attachment: ST 150905 - Cost Estimate - revised.xlsx.
2. SPA RFI has been submitted by the applicant to remove costs associated with DM items in the amount of the work completed total shown above. Scope of work and cost estimate have been adjusted accordingly. Thus, the following discrepancies have been confirmed to be accurate: (a) the labor cost between the validation summary ($9,407.80) and the scope ($7,008.26) (b) the materials cost between the validation summary ($10,230.74) and the scope ($9,483.97); and (c) the contract cost between validation summary ($62,269.73) and the scope ($47,618.08).
3. Disinfection work consisted of internal, hard-surface cleaning using commercially available products and per CDC guidelines. No runoff was associated with this work.
Grant Conditions
Contracts must include a Termination for Convenience clause.
FEMA will not approve PA funding that duplicates funding or assistance provided by another Federal agency, including the U.S. Department of Health and Human Services, Centers for Disease Control and Prevention, and the United States Department of Agriculture.
FEMA will only reimburse for PPE/medical supplies and equipment provided to essential workers as necessary to prevent the spread of infection as directed by public health officials not to exceed the duration of the HHS public health emergency declaration for COVID-19.
Purchase of PPE Conditional Statement:
FEMA will only reimburse for PPE/medical supplies and equipment provided to and used by Applicants and essential workers as necessary to prevent the spread of infection as directed by public health officials not to exceed the duration of the HHS public health emergency declaration for COVID-19.
Approval of funding for the purchase of PPE is conditioned upon the Applicant meeting the following requirements prior to close-out and/or final version for expedited projects:
1. The Recipient, and any subrecipient funded through this and associated subgrants, must provide an internal control plan for accounting for intake, distribution, tracking, and handling of excess commodities and personal protective equipment (PPE) funded by this and associated prior subgrants for the same purpose. Handling of excess must comply with 2 CFR § 200.314 (supplies) and 2 CFR § 200.313 (equipment).
2. The Recipient and any subrecipient must provide the current burn rate for each identified category of PPE under this and associate subawards purchased (for example, N95 masks, surgical masks, and gowns)
3. The Recipient and any subrecipient must provide a current accounting of previously distributed PPE under this and associate subawards by jurisdiction or entity (i.e. by local government, hospital system, etc.) Disinfection of Healthcare and other Public Buildings:
The level of disinfection work proposed for Healthcare and other public facilities needs to comply with the Centers for Disease Control and Prevention (CDC) recommendations for Healthcare or Community Facilities that have been occupied or visited by those Suspected or Confirmed of having Coronavirus Disease 2019. For any additional, non- routine disinfection work undertaken by the Applicant, the Applicant must demonstrate that the work was taken at the direction or guidance of a Public Health Official and that it complies with CDC recommendations for disinfection of subject Facilities.
Current Version:
Does the Scope of Work change the pre-disaster conditions at the site? Yes No Special Considerations included? Yes No Hazard Mitigation proposal included? Yes No Is there insurance coverage on this facility? Yes No
PROJECT COST
ITEM CODE NARRATIVE QUANTITY/UNIT UNIT PRICE COST
*** Version 0 ***
Work Completed
1 9007 Labor 1/LS $ 7,008.26 $ 7,008.26
2 9009 Material 1/LS $ 9,483.97 $ 9,483.97
3 9001 Contract 1/LS $ 47,618.08 $ 47,618.08
TOTAL
COST $ 64,110.31
PREPARED BY Brian Dossey TITLE City Manager SIGNATURE
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APPLICANT REP. Brian Dossey TITLE City Manager SIGNATURE COLMA (CITY) : PA-09-CA-4482-PW-01255
Conditions Information
Review Name Condition Type Conditi on Name Description Monitored Status Insurance
Review
Conditions
(Grant Specific) Insurance
FEMA insurance requirements
are specific to permanent work to
replace, restore, repair,
reconstruct, or construct a
facility. No insurance
requirements are mandated for
Category B emergency work.
No Recommended
Final Review Program
Conditions
(Program
Specific)
Standard
Conditions 1 of 2
RECORD
RETENTION/DOCUMENTATION
REQUIRED As described in Title
2 Code of Federal Regulations
(C.F.R.) § 200.333, financial
records, supporting documents,
statistical records and all other
non-Federal entity records
pertinent to a Federal award
must be retained for a period of
three (3) years from the date of
submission of the final
expenditure report or, for Federal
awards that are renewed
quarterly or annually, from the
date of the submission of the
quarterly or annual financial
report, respectively, as reported
to the Federal awarding agency
or pass-through entity in the case
of a subrecipient. Federal
awarding agencies and pass-
through entities must not impose
any other record retention
requirements upon non-Federal
entities. Exceptions are stated in
2 C.F.R. §200.333(a) – (f)(1) and
(2). All records relative to this
project are subject to
examination and audit by the
State, FEMA and the Comptroller
General of the United States and
must reflect work related to
disaster-specific costs.
PROCUREMENT In the seeking
of proposals and letting of
contracts for eligible work, the
Applicant/Subrecipient must
comply with its Local, State
(provided that the procurements
No Approved
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COLMA (CITY) : PA-09-CA-4482-PW-01255
Conditions Information
conform to applicable Federal
law) and Federal procurement
laws, regulations, and
procedures as required by FEMA
Policy 2 CFR Part 200,
Procurement Standards, §§ 317-
326. SMALL PROJECTS The
Recipient must submit its
certification of the subrecipient’s
completion of all of its small
projects and compliance with all
environmental and historic
preservation requirements within
180 days of the applicant’s
completion of its last small
project, or the latest approved
deadline, whichever is sooner.
DISPOSITION OF PURCHASED
EQUIPMENT AND SUPPLIES
REQUIRED When any individual
item of equipment purchased
with PA funding is no longer
needed, or a residual inventory of
unused supplies exceeding
$5,000 remains, the subrecipient
must follow the disposition
requirements in Title 2 Code of
Federal Regulations (C.F.R.) §
200.313-314. FEMA-STATE
AGREEMENT REQUIRED The
terms of the FEMA-State
Agreement are incorporated by
reference into this project under
the Public Assistance award and
the applicant must comply with
all applicable laws, regulations,
policy, and guidance. This
includes, among others, the
Robert T. Stafford Disaster Relief
and Emergency Assistance Act;
Title 44 of the Code of Federal
Regulations; FEMA Policy No.
104-009-2, Public Assistance
Program and Policy Guide; and
other applicable FEMA policy
and guidance.
Final Review Program
Conditions
(Program
Specific)
Standard
Conditions 2 of 2
DHS STANDARD TERMS AND
CONDITIONS REQUIRED The
DHS Standard Terms and
Conditions in effect as of the
declaration date of this
emergency declarations or major
disaster, as applicable, are
incorporated by reference into
this project under the Public
Assistance grant, which flow
down from the Recipient to
No Approved
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COLMA (CITY) : PA-09-CA-4482-PW-01255
Conditions Information
subrecipients unless a particular
term or condition indicates
otherwise. UNIFORM
ADMINISTRATIVE
REQUIREMENTS, COST
PRINCIPLES, AND AUDIT
REQUIREMENTS REQUIRED
The Uniform Administrative
Requirements, Cost Principles,
and Audit Requirements set forth
at Title 2 Code of Federal
Regulations (C.F.R.) Part 200
apply to this project award under
the Public Assistance grant,
which flow down from the
Recipient to all subrecipients
unless a particular section of 2
C.F.R. Part 200, the FEMA-State
Agreement, or the terms and
conditions of this project award
indicate otherwise. See 2 C.F.R.
§§ 200.101 and 110. CHANGES
IN SCOPE OF WORK
REQUIRED The subrecipient
must submit a written request
through the Recipient to FEMA
before it makes a change to the
approved scope of work in this
project. If the subrecipient
commences work associated
with a change before FEMA
approves the change, it will
jeopardize financial assistance
for this project. See FEMA Policy
No. 104-009-2, Public Assistance
Program and Policy Guide.
Duplication of Federal Programs
REQUIRED Pursuant to section
312 of the Stafford Act, 42 U.S.C.
5155, FEMA is prohibited from
providing financial assistance to
any entity that receives
assistance from another
program, insurance, or any other
source for the same work. The
subrecipient agrees to repay all
duplicated assistance to FEMA if
they receive assistance for the
same work from another Federal
agency, insurance, or any other
source. If an subrecipient
receives funding from another
federal program for the same
purpose, it must notify FEMA
through the Recipient and return
any duplicated funding.
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Internal Comments
No. Queue User Date/Time Reviewer Comments
3 Final
Review
HANNAH
DEREK
09-30-2022
10:23 PM GMT
Verified by DIU - The CRC Net Cost in GM is equal to the total project cost in EMMIE and cost share matches in both systems.
Project is ready for Award.
DH/DIU 9/30/22
2 Insurance
Review
HANNAH
DEREK
09-30-2022
10:06 PM GMT
8/24/2022
Per the Deduction Section of the Streamlined Application, the Applicant is confirming that they do not have insurance for the activities identified in Section II of the Streamline Application Project worksheet. Further, Section II of the Streamlined Application Project, the Applicant has confirmed that a reasonable effort to recover insurance proceeds that they are entitled to receive from their insurer(s) has been taken.
Insurance proceeds are not anticipated.
FEMA requires the Applicant to take reasonable efforts to pursue claims to recover insurance proceeds that it is entitled to receive from its insurer(s). In the event that any insurance proceeds are received for these expenses those proceeds must be reduced from FEMA Public Assistance funding to
ensure no duplication of benefits has occurred.
This declaration is specific for the cost associated with the actions taken to protect the public health and safety of the general population from the COVID-19 Pandemic. No
commercial property insurance proceeds are anticipated for these costs. If in the event any part or all costs are paid by an insurance policy, a duplication of benefits from insurance will occur. Applicant must notify grantee and FEMA of such
recoveries and the Sub-Grant award amount must be reduced by actual insurance proceeds.
FEMA insurance requirements are specific to permanent work to replace, restore, repair, reconstruct, or construct a facility.
No insurance requirements are mandated for Category B
emergency work.
Kaneta Alexander, PA Insurance Specialist CRC West
1 Initial
Review
BRANNAN
LISA
12-08-2021
05:19 PM GMT
DDD, SOW, Cost, and Insurance / Mitigation Review (if
applicable) will be populated at Final Record Upload.
LB/DIU/12.8.2021
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